The counter inside Garage and Facility
With SmartMy POS in the same account, a club or sports centre sells at its pro shop or cafe from the Facilities menu. The front desk can charge a sale to a booking in progress instead of taking the money. Members with an active membership can put it on their account.
PLANSFrom GrowthWith SmartMy POS
The problem it solves
- A hirer of the hall orders tea and snacks during the event, and the front desk writes it on a slip to bill later.
- A member at the cafe says put it on my account, and the desk has no account to put it on.
- The shop's sales and the booking charges are in two systems, so nobody sees what one booking really earned.
- The front desk carries one app for bookings and another for the counter.
How it works
- With SmartMy POS and SmartMy Facility in one account, the link installs itself. A Counter section appears in the Facilities menu: Registers, Counter Sales and Sales Analysis.
- Front desk staff become cashiers of the counter and facility managers its supervisors. Set up the registers, products and payment methods as in SmartMy POS.
- Open a session on a register under Facilities > Counter > Registers and sell as at any SmartMy counter.
- To charge a booking, make the order without taking payment and click Add to Booking. Find the booking by its number or the booker's name, choose it and confirm.
- The sale is paid on the account of whoever the booking is invoiced to, with an invoice of its own to pay later. The booking gets a Counter button with its orders, and a note with the amount and the invoice.
- Front desk cashiers also sell from the SmartMy Facility app, under Counter > Counter Sales in the Menu. They get the counter's Sell, Orders and Session screens.
Everything it does
Which bookings can take a sale
- Confirmed or in use, running today in the site's time
- On a facility of the order's branch: owned by it, shared with it, or common on its site
- Made by a person, not by another SmartMy product such as a class or an exam
- Invoiced to a customer: an outside booker, or a booking made on behalf of someone. A staff booking is refused unless that person may pay later
- The order's customer, when one is chosen, must be the person the booking is invoiced to
- Not a refund; only an unpaid order with at least one product
How it is charged
- Through the register's Customer Account (pay later) payment method, which the register needs
- The customer's credit limit applies
- An invoice of its own, to the booking's on-behalf contact or else the booker, with the booking as its reference
- The booking's own invoice is not changed: it is built from its rate and services and may already be paid
- The receipt names the booking and the facility
Members (Scale, with memberships)
- Members are found by membership number as well as by name or phone
- Members May Charge to Their Account: on to start with, per register. A member with an active membership pays later without the May Pay Later flag
- Active means within its dates, not cancelled, and paid when it was invoiced; the credit limit still applies
Reports and the same counter
- Facilities > Counter > Counter Sales: every order of the branch
- Sales Analysis: paid sales by register and day, including those charged to bookings and members
- Sessions, payments, refunds with approval, receipt copies, X and Z reports and closing work as in SmartMy POS
Who uses it
Front Desk / CaretakerIs a cashier: sells at the shop or cafe and charges bookings and members' accounts.
Facility ManagerIs a supervisor of the counter: approves refunds and what is above a cashier's limit.
Booker or memberPays the counter invoice later with the booking's or their own account.
Where you use it
- Web: Facilities > Counter > Registers, Counter Sales and Sales Analysis; Add to Booking on a counter order; the Counter button on a booking
- The SmartMy Facility app: Counter > Counter Sales in the Menu for front desk cashiers (built and in testing, not in the app stores yet)
- Not in the app: Add to Booking from the app's counter is not offered in any plan yet; use the web
- Not without SmartMy POS: a Facility-only account has no counter
What you control
Settings
- A Customer Account (pay later) payment method on each register that charges bookings
- Members May Charge to Their Account: on, per register (with memberships)
- Registers, products, prices and payment methods: as in SmartMy POS
Approvals
- Counter approval (SmartMy POS): refunds and what is above a cashier's limit, decided at the counter by a supervisor, here the facility manager
Works with
SmartMy POSNeeded for the counter. The link installs itself when SmartMy POS and SmartMy Facility are in the same account, on any Facility plan.
SmartMy GarageThe same counter works inside SmartMy Garage for parts and accessories; that side is described on the SmartMy POS site.
Questions
Do we need SmartMy POS for the club cafe?
Yes. The counter is SmartMy POS working inside the Facilities menu. With both in one account it switches on by itself.Can a hirer's tea and snacks go on their booking?
Yes, while the booking is confirmed or in use today. Make the order, click Add to Booking and choose it. The hirer gets a separate invoice to pay later.Can a staff member's booking take a sale?
Not as a rule, because staff bookings are not invoiced to the booker. Take the payment at the counter, unless that person is allowed to pay later.Can I add a sale to a booking from the phone?
Not yet. Cashiers sell from Counter > Counter Sales in the app, but Add to Booking is done on the web.Do members see the counter in their app?
No. Members keep their booking screens. Only front desk staff who are cashiers see Counter > Counter Sales.Related features
MEMBERSHIPSMembership plans with visits, sold onlineSell plans for a gym, pool or court: the facilities covered, how many days, how many visits and how many a day. Members-only facilities need a pass with visits left, and members buy and pay for plans on the portal.CHARGES AND PAYMENTFree or paid facilities, rates, peak hours and taxesKeep a facility free, charge everyone, or charge only some bookers: outside hirers, other Entities or your own staff. Rates by the hour, half day, day or booking, with evening and weekend rates, minimum charges and taxes.PORTAL, OFFICE SCREENS AND APPThe SmartMy Facility phone appOne app for everyone who books, approves or runs a facility, on Android and iOS. Bookers find a free room and book in a few taps, scan the door QR to check in and report a problem with a photo. Approvers decide, the front desk runs its day, members see their passes and cashiers sell at the counter.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.ACROSS SMARTMY FACILITYApproval chainsBookings that need approval in SmartMy Facility go through a chain of levels. For example: the facility's approvers, then the head of department or the principal. With no set-up only hall and auditorium bookings wait; you choose which other bookings need approval, and who decides at each level, without code.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.